Birchwood CARES Foundation (“we,” “us,” or “our”) respects your privacy and the confidentiality of information you share with us. This Privacy Policy explains how we collect, use, share, and protect information obtained through this website, including website inquiries, assistance applications, and donation-related interactions.

Information We Collect

We collect information you provide when you contact us, submit an assistance application, or interact with our donation services. Depending on the interaction, this may include:

• Contact information, such as your name, email address, telephone number, and mailing address.
• Messages, questions, and other information you choose to provide.
• Assistance application information and supporting documents, which may include sensitive details about educational, financial, personal, or health-related circumstances.
• Limited donation records received from third-party services, such as donor contact information, contribution amounts, dates, frequency, and transaction status.

Our website and technical service providers may also automatically collect information such as IP addresses, browser and device details, pages visited, referral sources, and the dates and times of visits.

Assistance Applications and Confidentiality

Information submitted with an assistance application is treated as confidential. We use it to evaluate eligibility, review requests, communicate with applicants, administer approved grants, and maintain necessary program records.

Access is limited to authorized Foundation representatives and service providers who need the information to perform these functions. We may share necessary information with an educational institution or other provider to verify a request or administer an approved grant, subject to any required authorization.

We do not publicly disclose an applicant’s identity, application details, or supporting documents for promotional purposes without separate permission. Information may also be disclosed in the circumstances described under “When We Share Information” below.

Donations and Third-Party Payment Services

Donations are handled through third-party services. Banking and credit card information is provided directly to the applicable payment service and is not collected or stored directly through our website.

The Foundation may receive limited donor and transaction information to maintain contribution records, provide acknowledgments, and respond to donation-related questions. Information you provide directly to a third-party donation or payment service is also governed by that provider’s privacy policy and terms.

Please do not include banking credentials or credit card details in messages submitted through our contact form.

How We Use Information

We use the information we collect to:

• Respond to inquiries and communicate about Foundation programs.
• Review assistance applications, request additional information, and administer grants.
• Maintain donation records and provide contribution acknowledgments.
• Operate, maintain, secure, and improve our website.
• Understand website traffic and usage through basic analytics.
• Meet applicable legal, accounting, and recordkeeping obligations.

When We Share Information

We do not sell or rent personal information. We may share information:

• With authorized Foundation representatives involved in program administration or operations.
• With service providers that support website hosting, forms, data storage, communications, analytics, and donation administration.
• With institutions or providers as necessary to review an application or administer an approved grant, subject to any required authorization.
• When required by law, a court order, or other valid legal process, or when reasonably necessary to address fraud, security incidents, or protect legal rights.
• With your permission or at your direction.

We limit disclosures to information reasonably necessary for the relevant purpose.

Cookies and Google Analytics

Our website uses Google Analytics to understand how visitors find and use the site and to improve website content and navigation. Google Analytics may use cookies and similar technologies to collect information about pages viewed, referral sources, device and browser characteristics, approximate location, and website interactions.

We do not send names, email addresses, contact form responses, assistance application responses, or supporting documents to Google Analytics.

For information about Google’s processing practices, see How Google uses information from sites or apps that use its services and Google’s Privacy Policy.

You can manage or delete cookies through your browser settings. Google also offers a Google Analytics opt-out browser add-on for compatible browsers. Where our website provides cookie preference controls, you may use them to adjust your choices. Where required by applicable law, we obtain consent before using nonessential analytics cookies.

How We Protect Information

We use reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, loss, or misuse. Access to sensitive application information is restricted to those who need it for authorized purposes.

No method of internet transmission or electronic storage is completely secure, so we cannot guarantee absolute security.

How Long We Keep Information

We retain personal information for as long as reasonably necessary to carry out the purposes described in this policy, administer applications and grants, maintain donation and program records, and meet applicable legal and accounting requirements. Retention periods vary based on the type of information and the purpose for which it is held.

When information is no longer needed, we take reasonable steps to delete, securely dispose of, or anonymize it.

Your Choices and Privacy Requests

You may contact us to request access to, correction of, or deletion of personal information you have provided. We consider requests in accordance with applicable law and legitimate recordkeeping needs, and we may need to verify your identity before responding.

Some information may need to be retained to administer a request or meet legal obligations. Choosing not to provide information required for an assistance application may prevent us from evaluating that application.

A parent or legal guardian may contact us with questions or requests concerning information submitted about a minor.

Third-Party Websites and Services

Our website may link to external websites or third-party services. Those providers have their own privacy policies and practices. We encourage you to review them before submitting information through their websites or services.

Changes to This Policy

We may update this Privacy Policy as our website, services, or information practices change. Updates will be posted on this page with a revised “Last updated” date. Where required by applicable law, we will provide additional notice of material changes.

Contact Us

For questions about this Privacy Policy, concerns about your information, or a privacy request, please contact Birchwood CARES Foundation through our Contact page.